Technical Exhibit 5 DEFINITIONS.docx

Technical Exhibit 5 Definitions DEFINITIONS: As used throughout the contract, the following terms shall have the meanings set forth below:

ACCEPTABLE QUALITY LEVEL (AQL): The maximum percent defective, the maximum number of defects per hundred units, or the number of defects in a lot, whereby performance can still be considered satisfactory on the average. The allowable leeway or variance from a standard before the Government will reject the specific service. An AQL does not say that the Contractor may knowingly offer defective service. It implies that the Government recognizes that defective performance sometimes occurs unintentionally. As long as the percent of defective performance does not exceed the AQL, the Government will not reject the service. However, the Contractor must re-perform the defective service when directed.

ACCEPTANCE SAMPLING: A form of sampling used to determine a course of action. A procedure that allows a specified risk of accepting lots of given quality.

ADJUST: To regulate, settle, bring to more satisfactory state, to normal operating condition.

ALTERATION: The work required to adjust interior arrangement, on-base location, or other physical characteristics of an existing real property facility so that it may be more effectively adapted to or utilized for its designated purpose. Additions, expansions, and extensions are not included in alterations.

AREAS OF LIMITED GROWTH: Those areas requiring special vegetation control such as: perimeter fences, Petroleum Oil and Lubricant Storage (POL) facilities, sub-stations, transformer pads, utility lines, utility poles, etc. These areas require a level of maintenance beyond that required for the parcel in which they are located.

ATTRIBUTE: The property a unit has of being either bad or good. The quality characteristic of a unit is either within the specified requirements or it is not.

ATTRIBUTE SAMPLING: A form of acceptance sampling that grades a service as defective or not defective.

AUTHORIZED VISITORS: Foreign nationals and dependents; military retirees and dependents; visitors of military personnel; and any other individuals conducting legitimate business on the Aviation Training Center as authorized by the command or higher authority.

DEFINITIONS AND ACRONYMS

BREAKDOWN: The stoppage or collapse of equipment of a facility, or a component thereof, that requires immediate corrective action to restore it to an operating condition.

BULKY ITEMS: Items which generally require more than one person to handle, such as but not limited to: lumber, pipe, or debris exceeding 3 feet in length, 2 feet by 2 feet square, or 2 feet in diameter; concrete blocks; ice boxes; refrigerators; deep freezers; ranges; bed springs; sofas; water heaters; water tanks; sinks and tree stumps.

CALIBRATION: The comparison of an instrument (measured standard or item of test, measurement and diagnostic equipment) of unverified accuracy with an instrument of known and greater accuracy to detect and correct any discrepancy in the accuracy of the unverified instrument.

CHANGE OF COMMAND: A military ceremony in which a new Commanding Officer relieves the current Commanding Officer of his duties and responsibilities. The ceremony involves participation by all members of the command, with visiting dignitaries present. It is usually open to the public and the local press.

To examine, test or compare with a standard to verify that the unit under surveillance is operating within design specifications.

CLEAN: As used generally, means removal of dirt or impurities. As used for acceptance of work, means free from dirt, contamination, or impurities; unsoiled, unstained, recently laundered, neat and tidy, having no flaws or roughness, clear, regular, or having few corrections, etc.

COMPOSITE LABOR RATE: The labor rate per hour for any given labor category consisting of direct wages, health and welfare benefits, FICA, FUTA, and all other fringe benefits.

CONSTRUCTION: The erection, installation, or assembly of a new facility; the addition, expansion, extension, alteration, conversion, or replacement of an existing facility; or the relocation of a facility from one installation to another. It includes equipment installed and made a part of such facilities, and related site preparation, excavation, filling and landscaping, or other land improvements.

Surfaced area construction relates to the alteration, extension, replacement, or upgrading of an existing, single, real property facility. “Construction” work also includes that which increases base data by widening or lengthening a surfaced pavement to support a new mission; replacement of an entire facility; and installation of additional appurtenances and associated structures (e.g., bridges, drainage structures, curbs, and gutters). “Construction” work is to be distinguished from “repair” work as listed below.

CONTRACT DISCREPANCY REPORT (CDR): A formal, written documentation of Contractor nonconformance or lack of performance for contracted work. The format of this report is shown in Technical Exhibit 7.

CONTRACTING OFFICER: A person duly appointed with the authority to enter into and administer contracts on behalf of the Government.

CONTRACTING OFFICER’S REPRESENTATIVE(COR): The person(s) whom the Contracting Officer shall designate by name and/or position title to conduct liaison between the Contractor and the Contracting Officer on matters pertinent to this contract.

CONTRACTOR: The term Contractor as used herein refers to the maintenance contractor who has been awarded the contract to perform the services described in this scope of work.

CONTRACTOR IDENTIFIED WORK: Work requirements identified by the Contractor through the process of performing inspections, preventive maintenance, or facilities repairs.

CONTRACT START DATE: The date the Contractor begins performance (start of the basic contract period) in accordance with the terms of the contract.

CONTROL: A mechanism used to regulate or guide the operation of a machine, apparatus, or system.

CUSTOMER: Any person authorized to request or receive services from the Aviation Training Center. Individuals who may be customers include, but are not limited to, military and civilian employees representing ATC or a tenant unit, patrons of Coast Guard Exchange Systems (CGES) and Special Services facilities, etc.

DEBRIS: Foreign material such as, but not limited to, cuttings (grass, weeds, etc.), leaves, bark, limbs, dead vegetation, paper, trash, bottles, cans, cardboard, plastic, rags, litter, and other objects that present an objectionable appearance and/or obstacles to maintenance operations.

DEFECT: Each instance of noncompliance with a contract requirement. Either nonperformance or poor performance may cause a defect.

DEPRECIATED REPLACEMENT VALUE: The value of a piece of damaged property determined from the present cost to replace the property, multiplied by the age of the damaged property and divided by the total expected useful life of the damaged property.

DIRECT LABOR: That labor which can be specifically identified to the tasks to be performed in this contract. It includes only those personnel having direct productive (hands on) contact with the work.

DIRECT MATERIAL COST: Costs include all direct costs for parts, supplies, installed equipment, components, appliances, and fixtures and other materials required to complete the job or to maintain current level of operations during repairs. Freight and sales tax may be included in direct material costs. Direct materials costs do not include any indirect or overhead costs.

ELECTRICAL WORK: Work performed on electrical systems, wiring, electrical equipment, appliances, and fixtures requiring the services of an electrician.

EMERGENCY WORK: Work which takes precedence over all other work and which must be undertaken immediately to correct and eliminate a hazardous situation, restore vital services, or prevent system damage. Examples of such work are included in Paragraph 5.1.6.a., PRIORITY 1 – EMERGENCY.

EQUIPMENT: Personal property of a capital nature (including machine tools, test equipment, furniture, vehicles, accessory and auxiliary items) for use in performing services, or for any administrative or general plant purpose.

EQUIPMENT LOGBOOK: A record of the events occurring during the life cycle of equipment.

EROSION CONTROL: Stabilization of soil subject to erosion from wind, water and man-made causes.

EXPENDABLES: Items that are consumed in use or lose their identity in use and are dropped from stock record accounts when issued or used. Expendable items include certain repair parts of low intrinsic value, or items unworthy of full accounting procedures; e.g., paint, fuel, cleaning and preserving materials, or items which lose their identity, such as spare parts, etc., which are sometimes referred to as “consumable supplies and materials”.

FACILITIES: Buildings and structures; the term facilities does not include materials, special test equipment, special tooling, agency-peculiar property, or other non-installed equipment.

FACILITIES ENGINEER (FE): A Coast Guard Officer acting as the plant engineer responsible for advising the Aviation Training Center Commanding Officer on effective and efficient facilities management, and tasked with managing, operating, maintaining and repairing facilities.

FACILITIES REPLACEMENT: The replacement of an entire facility. This includes installed equipment.

FIRE PREVENTION: The program designed to recognize and eliminate hazardous conditions which contribute to the occurrence of fire.

FIRE SUPPRESSION: A method that applies any means of retarding, reducing or eliminating the rate of burning for complete extinguishing of fire.

GOVERNMENT FURNISHED PROPERTY: Property in possession of, or acquired directly by the Government, and subsequently delivered or otherwise made available to the Contractor.

GROUP ACTIVITIES: An organized function such as a Boy Scout Jamboree, Special Olympics for the handicapped, a picnic officially sanctioned by the local command, or other organized group activities normally involving 50 or more people.

HAZARDOUS WASTE: Materials that are toxic, poisonous, corrosive, irritating, sensitizing, radioactive, biologically infectious, explosive or flammable, and that present a hazard to human health or the environment. Special handling procedures and facilities are required for their disposal in compliance with Federal, State, and local laws and regulations.

HERBICIDES: A chemical agent used to destroy or inhibit plant growth.

INSECTICIDES: Specialized forms of pesticides used only against insects and related arthropods.

INSPECTION: The critical examination of a structure, mechanism, system or procedure to discover discrepancies or inefficiencies. Also referred to as “survey.”

INSTALL: Set up or place in location or position for use or service. INSTALLATION/REPAIR OF SPECIALIZED VEHICLE EQUIPMENT: Alteration of the basic vehicle (as delivered to the activity) to fit a special requirement, and any maintenance or repairs required to keep that special requirement operational. Examples would include installation and repair of light bars for security vehicles, installation and repair of bins inside a service vehicle, fabrication and permanent installation of special materials to support a load, etc.

INSTALLED BUILDING EQUIPMENT: Items of equipment or furnishings, including materials used for installations, which are required to make the facility usable and are affixed as a permanent part of the structure. These items include plumbing fixtures and equipment, fixed heating, ventilating, cooling, air conditioning, electrical and fire protection systems; overhead crane runways; lavatory counters; cabinets, and similar fixed equipment. Machine tools, production and research equipment and their foundations are excluded.

JOB COST PROPOSAL: A cost proposal from the Contractor to the Government for a Level III job described in a Request for Job Cost Proposal. A Job Cost Proposal is based upon composite wage rates and mark-up for overhead and profit bid in the “Schedule of Supplies/Services” of the contract as well as materials and equipment costs identified in the proposal. Once accepted, a Job Cost Proposal results in assignment of work to the Contractor under a Job Order.

JOB ORDER (JO): A document authorizing service work that exceeds the scope of a Level II work order. A Job Order is issued for Level III work.

LANDSCAPE MAINTENANCE: The practices required to preserve the appearance and condition of plants and special ground covers, such as mowing, pruning, fertilizing, etc.

LANDSCAPING: New or replacement planting of trees, shrubs, vines, and ground covers and turf grasses; and new or replacement setting of rock, timbers, bark mulch and edging material in accordance with the Grounds Maintenance Plans (monthly and annually).

LEVEL I WORK: Work under the firm fixed-price portion of the contract that includes all Standing Work. See Paragraph 5.1.2.a, WORK LEVEL I.

LEVEL II WORK: Work under the firm fixed-price portion of the contract that includes all work orders. See Paragraph 5.1.2.b, WORK LEVEL II.

LEVEL III WORK: Work not under the firm fixed price portion of the contract that includes all Job Orders assigned after Government acceptance of specific Job Cost Proposals. See Paragraph 5.1.2.c, WORK LEVEL III.

MAINTENANCE (FACILITIES): The recurring day-to-day, periodic, or scheduled work required to repair or maintain facilities in a specified condition, or to restore facilities to initial or usable condition by overcoming the affects of wear and tear, damage or deterioration. This includes work undertaken to prevent damage to a facility.

MISSION ESSENTIAL VEHICLES: Vehicles that require immediate maintenance because of their mission essential nature. The ambulance is a Mission Essential Vehicle.

MODIFICATION: Any alteration made, after production, to an item of material type by either Government or Contractor personnel. Activities commonly known as retrofit, conversion, design change, engineering change, etc., are included in the definition.

MULTI-PURPOSE FACILITY: A facility with more than one purpose; e.g., a building containing a general warehouse and a maintenance shop.

NORMAL WORKING HOURS: Those hours when the Aviation Training Center is normally in operation: from 0700 to 1600, Monday through Friday, except (a) federal holidays and (b) other days specifically designated by the Contracting Officer.

OFFICER-OF-THE DAY (OOD) AND JUNIOR OFFICER-OF-THE-DAY (JOOD):

Government duty officers who remain on base (ATC) 24 hours a day. After the normal workday and on weekends/holidays, they will act as the point of contact for the COTR in the event of a situation requiring Contractor action.

OFFICIAL INSPECTION: An inspection of the Aviation Training Center or of its tenant command by an official representative of the cognizant Headquarters, Area, District Commander’s Office or local command. The inspection is used to determine the degree of compliance with regulations and procedures required to be followed by the command being inspected.

OFFICIAL VISIT: The visit to the Aviation Training Center by an official representative of the local, State, or National Government or any visit to the ATC by an individual whose presence requires special attention by all members of one of the commands situated at the ATC. Typically, official visits include, but are not limited to, visits by the President of the United States, Cabinet-level officials of the Government, members of Congress, flag rank officers and other senior officers of the Coast Guard and other military services, and dignitaries of foreign nations.

OPEN DRAINAGE: Drainage that is not contained within a defined structure (tube, culvert, drainage creek, and road ditch).

OPEN HOUSE: A Coast Guard officially sponsored activity allowing access to the Aviation Training Center for visitors to observe or participate in events, attend ceremonies, or visit facilities.

OVERHAUL: To restore an item to a completely serviceable condition as prescribed by the applicable maintenance serviceability standards.

PARKING OR OPEN STORAGE AREA: An area planned and designed for storing, servicing, and parking of vehicles; or for receiving, classifying, and storing supplies, new and salvaged materials, and equipment pending assignment for its use or distribution; or for salvaging, processing, or repairing equipment.

PERFORMANCE INDICATOR: A characteristic of an output of a work process that can be measured.

PERFORMANCE REQUIREMENTS SUMMARY (PRS): A document that identifies the key service output of the contract that will be evaluated by the Government to ensure that contract performance standards are met by the Contractor. In this contract, the PRS is Technical Exhibit 1.

PERFORMANCE WORK STATEMENT (PWS): A document that accurately describes the essential and technical requirements for items, materials, or services, including the standards used to determine whether the requirements have been met, i.e., for this contract.

PLANNED SAMPLING: A method of looking at a subjectively determined number of items in a lot, so as to form general conclusions about the quality of that lot against a standard.

PLANT EQUIPMENT: Property of a capital nature, consisting of equipment, furniture, vehicles, machine tools, test equipment and accessory or auxiliary items.

POLICING GROUNDS: The pickup and disposal of paper, bottles, cans, cardboard, plastic, rags, and other litter found on grounds and other areas.

PORTABLE STRUCTURES: Small movable structures without utility connections, which can be readily located intact.

PREVENTIVE MAINTENANCE (PM): Maintenance actions performed to prevent failure or breakdown and to prolong useful life. Also referred to as “planned” or “scheduled” maintenance.

PRIORITIES: See Paragraph 5.1.6, PRIORITIES, for definitions of priorities.

QUALITY ASSURANCE (QA): A method used by the Government to check goods or services to determine whether or not they meet the requirements of the performance work statement.

QUALITY ASSURANCE EVALUATOR (QAE): A Government employee who is trained in contract inspection, and who has responsibility for inspecting work performed in accordance with contract specifications.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP): A written plan that details what is to be evaluated, how evaluations are to be accomplished, frequency of evaluations, evaluation parameters, sampling guides, inspection checklists, and other information that the QAE should have to provide effective QA.

QUALITY CONTROL: Those actions taken by the Contractor to control the performance of services so they will meet the requirements of the contract.

RANDOM NUMBER TABLE: A table of numbers arranged in a random fashion.

RANDOM SAMPLE: A sampling method whereby each service output in a lot has an equal chance of being selected.

RANDOM SAMPLING: A method of looking at a few individual items in a lot to determine the quality of that lot against a standard.

RECEPTACLES OR CONTAINERS: Cans, drums, bins, or similar receptacles that can be handled easily.

RELIABILITY RATE (RR): A measure of equipment performance computed by dividing actual operating hours by required operating hours. Operating hours are “actual” only when the desired output is being maintained.

REPAIR (GENERAL): The restoration of an item or a real property facility to such condition that it may be efficiently used for its designed purpose. Repair may be overhaul, overlay, reprocessing, or replacing deteriorated parts or materials.

REPAIR (STRUCTURES): The restoration of a failed or failing real property facility (or component thereof) to such condition that it may be effectively used for its designated purpose, by overhaul, overlay, reprocessing, or replacement of constituent parts or materials. Repair includes correction of conditions which adversely affect use of a facility for its designated purpose due to nonconformance with current prescribed standards and codes, where, for reasons of economy, such work should be accomplished concurrently with restoration of failed or failing components.

REPLACE: To remove damaged, defective, or deteriorated materials or parts and install new or used materials or parts as approved.

RESTRICTED AREA: Those areas designated by the Commanding Officer as off limits to Contractor personnel for the security and safety of personnel and property.

SAMPLE: One or more service outputs drawn from a lot, the outputs being chosen at random. The number of outputs in the sample is the sample size.

SAMPLING GUIDE: The part of the QASP which contains the information needed to perform a random sample.

SAMPLING PLAN: A Government plan which indicates the AQL, the number of units from each lot which are to be inspected (sample size) and criteria for determining acceptability of the lots (acceptance and rejection numbers). It is used to develop the sampling guide.

SERVICEABLE CONDITION: Fully operable and performing to full design capability.

SERVICE WORK (SW): Any individual work item for construction alteration, installation, replacement, repair, modification, or other unscheduled service requested on a work order.

SPECIAL EVENT: An officially sponsored event, ceremony, celebration, or activity that requires either additional grounds maintenance efforts or special scheduling of routine maintenance efforts one, two or more days prior to the event to ensure that the area or facility to be used is at its best appearance. Examples of special events are: Coast Guard Day, VIP visits, athletic tournaments, 4th of July celebrations, military inspections or drills, open houses, etc.

SHOP MACHINERY: Non-mobile equipment, such as lathes and drill presses, used to accomplish facilities engineering missions.

SPOT REPAIR (SURFACED AREAS): The repair or replacement of failed or deteriorated separated areas of asphalt or concrete slabs by removing and replacing portions of the pavement surface, base, sub-base, and appurtenances.

STABILIZED AREAS: Areas which have been improved from their natural condition by mechanical compaction, with or without the addition of stabilizing agents.

STANDARD: An acknowledged measure of comparison.

STANDARD OF PERFORMANCE: The desired value or measure of a performance indicator.

STANDING WORK: Standing work is work of a predictable, routine, cyclic, or recurring nature including but not limited to operation of utilities systems, trash collection, transportation services, and preventive maintenance services.

STANDING WORK ORDER: A work order continuously in effect for recurring requirements of a predetermined need, scope, method and estimated effort such as routine scheduled maintenance and preventive maintenance.

SURFACED AREAS: Graded, paved, or stabilized (other than grass) areas used for vehicular or pedestrian traffic (e.g., roads, streets, service drives, walks, parking areas and open storage areas), including base and sub-base courses.

SURVEY: See “Inspection”.

SYSTEM: As used in this contract, includes all mechanical and electrical equipment; supporting structures; pneumatic, electrical and mechanical types of controls; and auxiliary equipment required to provide a specific function and output.

TENANT UNITS: Those units that receive support from the Aviation Training Center but have a funding source separate from the Aviation Training Center.

TEST: Any operation or series of operations, under fixed conditions, which compares actual performance to design standards.

URGENT CALLS: Work failures or deficiencies which do not immediately endanger the occupants or threaten damage to property, but which would soon inconvenience or affect the health and well-being of the occupants, if not corrected.

WEED: Any plant growing where it is not desired.

WIND AND STORM DAMAGE: Fallen trees, limbs, and other debris deposited on roads, streets, walks, and grounds. Any blockage of storm drains or silt deposited by water runoff on sidewalks or roadways.

WORK PLAN: A written schedule of tasks or activities designed to satisfy a defined requirement within a specified time frame and at a predetermined cost.

WORK ORDER: A Document issued by the Contracting Officer or COTR to the Contractor identifying the Level II work to be accomplished. A Work Request for Service Work becomes a Work Order with the assignment of a work order number by the COTR.

WORK REQUEST: A written report of a problem or discrepancy. The work request is reviewed and approved by the COTR or QAE prior to the assignment to the Contractor under a Work Order number.

ACRONYMS: Commonly used acronyms are listed below.